Administrative Assistant

Start Date: ASAP

End Date: 31/07/2019

Location: Millennium Point, Birmingham

As Administrative Assistant you will be working within the CEBE department at our client site in Millennium Point, Birmingham.

You will be responsible for the purchasing process, raising invoices/ goods receiving and making travel bookings based on stakeholder requirements. You will liaise with academics to ensure you have correct and up to date information on the system, log annual leave and support the Visiting Lecturer and Casual worker process. You will need to ensure HR have correct documents for new workers, ensuring appropriate HR and payroll checks are completed, checking timesheets and inputting timesheet information on a weekly basis.

Job Purpose

Undertake a wide range of administrative and office support activities to support a team or department. Maintain high standards of administration for a range of projects / activities.

Main activities and responsibilities

1.Maintain efficient administrative systems to support team activities.

2.Maintain electronic and hard copy records and filing systems and retrieve documents and information as needed.

3.Co-ordinate and maintain records, including inputting data using a variety of different software such as spreadsheets and databases.

4.Understand relevant University processes and regulations such as those for submitting timesheets, claiming expenses, raising purchase orders etc and carry out administration associated with such processes.

5.Prepare and modify documents including correspondence, reports, drafts, memos and emails

6.Schedule and co-ordinate meetings, appointments, attendance at events and training.

7.Make bookings for travel and other arrangements when necessary.

8.Provide support for a range of formal and informal meetings, produce agendas, and circulate papers in a timely manner.

9.Take notes or minutes of meetings; record, compile transcribe and distribute minutes, action points or other notes. This will include formal meetings.

10.Maintain electronic and hard copy records and filing systems and retrieve documents and information as needed.

11.Co-ordinate and maintain records, including inputting data using a variety of different software such as spreadsheets and databases.

12.Maintain team and department calendars including providing invitations and reminders for events.

13.Provide administrative support including:

a. Answer, screen and transfer incoming telephone calls. Where appropriate provide a response. Alternatively ensure callers are directed to appropriate colleagues. Where appropriate follow up incoming queries to ensure they have been responded to.

b. Photocopying, fax, mailing

c. Open, sort and distribute incoming correspondence

d. Maintain office supplies such as stationery

e. Receive and direct visitors

14.Respond to routine enquiries in person, by telephone, email or correspondence. Refer more complex or detailed queries to appropriate colleagues.

15.Respond to requests for information and data.

Additional Key Requirements:

Managing People and Resources

May supervise support staff

May provide work based training and guidance to new staff or less experienced colleagues within own area of work.

Maintain electronic and hard copy record systems which may include:

· Routine staff information

· Financial administration associated with raising purchase orders, processing invoices, recording expense claims and timesheets and monitoring petty cash etc. to support finance colleagues and others.

Communication

Respond courteously to enquiries and queries from colleagues, visitors and customers.

Communicate frequently with colleagues, students and visitors. There is a requirement for good interpersonal skills, and the ability to flex communication style.

Teamwork and collaborative working

Work with colleagues, and flexibly as needed to provide efficient and effective administrative support.

Initiative, problem solving and decision making

Resolve administrative queries seeking advice and support from relevant colleagues, supervisors or managers in order to respond to more complex or unusual queries.

Person Specification

· Relevant vocational qualifications such as a NVQ Level 3 in Business Administration or able to demonstrate equivalent work experience and relevant skills.

· Relevant experience in a similar office environment

· A good standard of literacy and numeracy equivalent to GCSE English and Maths.

· IT skills including familiarity with Microsoft Office.

· Knowledge of clerical and administrative procedures and systems such as filing, record keeping and note taking.

· Good written and verbal communication skills.

· Able to demonstrate an organised approach to work and ability to prioritise different tasks.

· Ability and aptitude to learn new skills quickly.

· Good attention to detail and accuracy.